RECOMMENDED MONTHLY CLOSING PROCEDURES AND REPORTS

SERVICE / DISPATCH

1. Tasks/Contracts/Generate Billings
Generate all contract billings for the month. This may be done at the beginning of the month, weekly, or as often as appropriate for your company. It
should be run again at month end to make sure all contracts have been billed.

Print Contract Invoices

Post Contract Invoice batch

2. Tasks/Dispatch Service Calls/Any of the Dispatch Screens/Menu/Reports/Calls Not Yet Dispatched

You may want to run this report with a date range for the month you are closing to verify status of all open calls – Complete or reschedule any calls as
necessary

3. Tasks/Service Accounting/Process Invoices/ Invoice Lists/Reports

Run for between dates from at least one month prior to the month you are closing (this will catch any back dated invoices) to month end date

Run this first with the selection for Not Approved. Approve, print and post any invoices from this list you wish to include in the month.

Run this again with the selection Approved Not Posted and post any invoices you wish to include in the month.

Note: If the batch you are trying to post does not appear in the Post to AR window this indicates the invoices may have not been printed.

4. From Reports Menu

Run Revenue and Gross Margin analysis reports as required by your company

5. Maintain/Schedules/Budgets
 Build schedules for all Zones for the new month if they have not already been built

JOB COSTING

1. Reports/Schedule of Work in process

This will help you to determine if all billing has been entered. Enter any additional invoicing as necessary

RECOMMENDED MONTHLY CLOSING PROCEDURES AND REPORTS Con’t.

JOB COSTING Con’t.

2. Mark jobs closed if they are and have not been previously marked closed

3. Post invoices to AR that have not been posted

4. Run any additional reports you require (Job Detail etc.)

COUNTER SALES

1. Tasks/End of Day/Open Transactions

Verify there are no days that have open transactions – Close any days needed

2. Tasks/Posting
Post all journals through month ending date

PAYROLL

If you are using Service Automation payroll

 1. Reports
Run any monthly reports you wish to have. Typically might be Earnings Register, Deduction Register, Unemployment Report, 941 Report etc.

2. After all checks for the month have been entered and before any payroll is processed for the new month
Tasks/Reset Employee Totals
Check the Month box and select reset
If it is the end of a quarter also check the Quarter box and select reset

3. Tasks/Monthly Closing/Post to General Ledger

As with all of the journal posting programs on SAS you may post as often as you wish. You should verify all journals for the month have been
posted

PURCHASING / INVENTORY

1. Verify that all receiving has been done for the month. Do not receive anything for the new month until you have run monthly reports

RECOMMENDED MONTHLY CLOSING PROCEDURES AND REPORTS Con’t.

PURCHASING / INVENTORY Con’t.

2. Verify with accounts payable that all payable invoices for the month have been entered. When they have, run Reports/Receiving/Accrued
Receiving
This report should be given to accounting to reconcile the Accrued Receipts(Purchases) account in the General Ledger

3. Close PO’s entered for the month (if you have not been closing as they were fully received

4. Complete all material transfers to jobs

 5. Reports/Inventory/ either Stock Status or On Hand Detail
This report should be at least previewed to look at the Total Value of Inventory. This dollar figure should be given (you can select to print just the
last page of the report if you wish) to accounting to reconcile to the Inventory account in General Ledger

6. Tasks/Inventory/Post to G/L
As with all of the journal posting programs on SAS you may post as often as you wish. You should verify all journals for the month have been
posted

7. Tasks/Inventory/Month-End Closing
This will zero the month to date sales totals for the inventory parts

ACCOUNTS PAYABLE

1. Verify all invoices have been entered for the month

2. Verify all checks have been issued for the month

3. Reports/Invoices/Invoice Listing
Run for Date Range of the month you are closing

4. Maintain/Checks/Print Check Register

Run for Date Range of the month you are closing (Summary option is probably best)

5. Analysis/AP Historical Aging Report

Run this as of your month end date

RECOMMENDED MONTHLY CLOSING PROCEDURES AND REPORTS Con’t.

ACCOUNTS PAYABLE Con’t.

6. Tasks/Month End Closing/Post to General Ledger

As with all of the journal posting programs on SAS you may post as often as you wish. You should verify all journals for the month have been
posted

7. Recommended procedure for balancing your accounts payable aging

a. Take prior month’s month end AP Historical Aging Report
b. Add total from Invoice listing
c. Subtract total from check register
d. Compare calculated total to the AP Historical Aging Report run in step 5
If these do not match the most likely problem is an invoice that has been back dated or post dated. The first step to finding this would be to re-run
the AP Historical Aging Report as of the prior month end date. Make sure the total is the same as when you ran it at the end of that month. If it is not
compare the two reports by Vendor to find the differences. Once found you should be able to spot the problem. You can do the same thing with your
check register.

8. Once you have reconciled the aging report verify the Accounts Payable balance is the same as the Accounts Payable balance in the General Ledger.
If these do not match the first step would be to run a General Ledger selecting the accounts payable account as the from and through account
number in the section marked account range. Print transactions for the month you are closing. Click the box titled specific sources. Highlight the
sources Accounts Receivable, Counter Sales, General Ledger, Purchasing/Inventory, and Payroll. When this is printed it will give you any
transaction that updated the Accounts Payable account that did not come from Accounts Payable. This should identify the problem

ACCOUNTS RECEIVABLE

1. Verify all invoices have been entered for the month

2. Verify all deposits have been entered for the month

3. Tasks/Invoicing/Invoice Listing
Run for the Date Range of the month you are closing
 RECOMMENDED MONTHLY CLOSING PROCEDURES AND REPORTS Con’t.
ACCOUNTS RECEIVABLE Con’t.

4. Tasks/ Finance Charges

If your company calculates finance charges select this option to generate them. It will ask for an aging date to calculate the finance charges as of. It will
ask you for the annual percentage rate that you use for finance charges. At the bottom of this
screen there are two choices. The first choice allows you to calculate and preview. This will allow you to calculate and then print the finance charge
report to see what it is going to add to each customers account. After reviewing this if you wish to stop the system from calculating a particular
customer you would select the customer under Maintain/Customers. Search for them or enter their AR #. Select the Billing tab. Check the box described
Exclude Customer from Finance Charges. You could then calculate and preview the Finance charges again. To get the system to generate the finance
charges select the box Calculate and Create Invoices. Now when you Calculate the charges will actually be generated and will reflect in the customer’s
open items

5. Tasks/Statements
This menu option will allow you to run Statements for your customers. You have an option to Exclude Customers with Credit Balances. By checking
this box the system will not print a statement for Customers whose overall balance is negative. You also have additional options to only print Statements
for Customers that are past due, or for a specific customer. You may opt to enter messages to print based on aging bucket. The message that prints on
the customers statement will be based on the oldest invoice on that customers statements. You may also enter a generic message that will print on all
customers statements.

6. Tasks/Cash Receipts/Deposit Report

Run for the Date Range of the month you are closing

7. Reports/Historical Aging Report

Run this as of your month end date
 8. Tasks/Month-End Closing/Post to General Ledger
As with all of the journal posting programs on SAS you may post as often as you wish. You should verify that all journals for the month have been
posted

RECOMMENDED MONTHLY CLOSING PROCEDURES AND REPORTS Con’t.

ACCOUNTS RECEIVABLE Con’t

9. Recommended procedure for balancing your accounts receivable aging

a. Take prior month’s month end AR Historical Aging Report
b. Add total from Invoice listing
c. Subtract total from Deposit Report
d. Compare calculated total to the AR Historical Aging Report run in step 5
If these do not match the most likely problem is an invoice that has been back dated or post dated. The first step to finding this would be to re-run
the AR Historical Aging Report as of the prior month end date. Make sure the total is the same as when you ran it at the end of that month. If it is
not compare the
two reports by Customer to find the differences. Once found you should be able to spot the problem.

10. Once you have reconciled the aging report verify the Accounts Receivable balance is the same as the Accounts Receivable balance in the
General Ledger. If these do not match, the first step would be to run a General Ledger selecting the accounts receivable account as the from and through
account number in the section marked account range. Print transactions for the month you are closing. Click the box titled specific sources. Highlight
the sources Accounts Payable, General Ledger, Purchasing/Inventory, and Payroll. When this is printed it will give you any transaction that updated the
Accounts Receivable account that did not come from Accounts Receivable. This should identify the problem.
GENERAL LEDGER

1. Enter journal entries as necessary for accruals and adjustments

2. Run preliminary Trial Balance

3. Run preliminary Financial Statements

4. Run General Ledger detail for any individual accounts as desired

5. Make any necessary adjustments and post

6. Cash Management/Reconcile Bank Account

Enter your beginning and ending balance from your bank statement

Mark deposits and checks reconciled that have cleared the bank

Intercompany/close PROCEDURES.

Note any difference indicated.

Differences will result from activity to the cash account in General Ledger that was not entered through the AR Deposit program, AP check program or
entered as a journal entry in General Ledger. If the difference the system has calculated is the result of the use of the cash account as a distribution
amount on an AR or AP invoice and that is a valid transaction you may accept the difference. The system will adjust the bank reconciliation to
accommodate

The bank reconciliation does not have to be completed prior to closing the month

7. Run General Ledger, Financial Statements and Trial Balance for the month
 8. Tasks/Month-End Closing/View Close Fiscal period

Mark the period closed

There are many other report available in the various modules of the Service Automation software. We recommend that you look at them all to see which ones if
any are of value for your company on a monthly basis. Almost all of them can be printed (with the exception of inventory on hand values) on demand when
needed at a later time